CHAPTER ONE

INTRODUCTION

1.1 Background of the Study

Clearance is a status granted individuals, typically members of

the polytechnic graduates and employees of governments and

their contractors, allowing them access to classified information,

i.e. state secrets. The term "clearance" is also sometimes used in

private organizations that have a formal process to vet employees

for access to sensitive information. A clearance by itself is

normally not sufficient to gain access; the organization must

determine that the cleared individual has a "need to know" the

information. No one is supposed to be granted access to classified

information solely because of rank or position, but once a

clearance is obtained, access to certain information or gain of

freedom will be granted.

As many universities have choosing to pursue the dynamic

educational options available online. The advantages of online

clearance are many. As people of all ages and backgrounds

become increasingly reliant on the internet for information,

online clearance becomes more convenient and efficient here the

1
need for an online clearance system. The skills needed to access

and comprehend information online are becoming commonplace.

The changing online college landscape now includes online

clearance system, traditional undergraduate and general studies

programs. However, career learning is still the most popular

online training option.

1.2 Statement of the Problem

The processes of clearing students after their graduation requires

that the students be cleared in various departments and

information units. Among which are:

i. Library fines and overdue or lost library materials from the

Polytechnic.

ii. Departmental Dues

iii. Infirmary and bookstore charges

iv. Residence hall damage charges

v. Return of athletic equipment

vi. Student Union Fee

vii. Bursary and all other charges for a graduating student to

carry out his/her clearance from all these departments, it

normally takes a lot of time and a lot of processes and

delayed. Hence it became imperative for an online clearance

2
 system to eliminate the shortcomings of the manual system

in place.

1.3 Objectives of the Study

The objective of this project is to examine how school clearance

system can be computerised and accessed online, with the main

objective being to develop software that can enable the students

to do their clearance online. Thereby removing the huddles that

students face after graduation in their attempt to do their

clearance from different departments.

1.4 Scope of the Study

This research work covers all aspect of clearance by graduating

students from various departments. The clearance includes both

departmental, schools and library clearance. The software

developed will be carried out using HTML and Visual Basic to

manage both the database and at the same time make the

software online.

1.5 Limitations

Due to time constraint, the web – page developed covers only

clearance from various departments by the graduating students.

Whatever is left out is as a result of time and finance as it cost a

lot to develop a full web – based clearance system.

3
1.6 Significance of the Study

The project work will help in a good number of ways to ease the

queuing system in the polytechnic as the online clearance system

will help students to achieve whatever they want to achieve

without coming to the various offices for clearance.

Clear advantages of Internet information processing over those of

traditional manual system are higher yields. Online clearance

system allows the users to check their clearance status as

whether they are in any way indebted to the school, fill and

submit their clearance form, and obtain their clearance letter.

There are many other advantages of online clearance system and

some of them are listed below.

i. It saves a lot of time.

ii. It is very convenient to use it right from the bedroom,

office or anywhere in the World.

iii. Information processing is very fast and delays can be

avoided.

iv. It is inexpensive to students and school management.

v. Help the school in reducing costs such as labour and

stationary.

4
1.7 Definition of Terms

Computer Network: Computer Network is a system that

connects two or more computers together using a communication

link.

World Wide Web: World Wide Web simply called www is the most

important tool of the Internet. It was created in the late 1980s in

Europe and was used limitedly in academic cycle.

Clearance: Official certification of blamelessness,

trustworthiness, or suitability for graduation and issue of

certificates in a degree course.

Databases: A systematically arranged collection of computer

data, structured so that it can be automatically retrieved or

manipulated. It is also called databank.

File Transfer: Any kind of computer file can be sent via the

Internet from one Internet user to another. Table of accounts on

spreadsheets, design by a graphic artists, music sound files etc,

can all be exchanged in this way.

Web Brower: This is a special kind of software that processes

hypertext make-up language (HTML) document. In other words, a

web browser is a computer program that interprets HTML

5
command to collect, arranged and display the parts of a web

page.

Web Site: A website is a collection of many interconnected web

pages organized by a specific college, organization company etc,

containing web pages (good and commodities) on the Internet.

Web site are stored on web servers. There are many web site and

thousand of HTML pages on each web site. A web site is a

treasure of information and entertainment.

Hyperlinks: Hyperlinks are highlighted words and phrase you

find on web documents that you can click on as to jump to some

other documents or Internet services.

6
 CHAPTER TWO

LITERATURE REVIEW

2.1 Role of Information Technology in the Academic System

The introduction of computer into information technology has

massively improved the information need of organization; the

success of these machines is dependent on the knowledge base.

Therefore, one can be prompted to as aloud “What is a Computer”

(Funk, 1980) defined a computer as an electronic device that can

perform automatically at a high speed of a sequence logical

operation according to instructions given to it form of a pre-

arranged program, (Chimezie, 1880) define computer by saying

that computers are looked upon as obedient servants who are

ever ready to free man from tedious procedures and produce

results as compared with human computing time.

(Obilikwu, 1995) defined a computer as a machine that is capable

of accepting input data, store and process the database on the

instructions given by the computer users and in this way

produce expected results, generally called output.

World net describes an information system (I.S) as systems

consisting of all communication channels used within an

organization and include software and hardware.

7
Information Technology has been an integral part of academic

system since four decades. According to (Hewlet, 1993) the world

is entering an era in which technology will literally transform

every aspect of business, every respect of life and every aspect of

society.

Since the arrival of internet technology, school system has taken

a new shape style with a blend of convenience and satisfaction.

(Taylor, 1980) says that computer bas education includes both

computer-assisted instruction programs that interact with

students in as dialogue and broader array of educational

computer applications such as simulations or instructions in

computer programming.

2.2 Data and Information

Issues that go with development and implementation of computer

software based online clearance system. The term “data” and

“information” are used interchangeably in everyday conversation

as meaning the same thing. However, those terms have distinct

meaning. According to (O’ Leary, 1996) Data simply consist of

raw unprocessed facts while information is a data that has been

processed by the computer. (Hordeski, 1986) given the following

definition of Data; A graphic or textual representation of facts,

8
concepts, numbers, letters, symbols or instructions suitable for

communication, interrelation or processing. Data is the basic

element of information that is needed to describe object, ideas,

conditions or situations. (Lucy, 1991) defined data and

information as follows:

Data are facts obtained by observing, counting, measuring

weighing etc, which are then recorded frequently, they are called

raw or basic data and are often recorded of day to day

transactions of the organization.

Egwere, 1992 argues that the concept of information in an

organization sencse is more complex and difficult than the

frequent use of this common word suggests.

Okwanyi, 2002 emphasized that information is data that have

been understood by the recipient. Here it should be noted that

the user, not just the sender is involved in the transformation of

data into information.

2.3 Computer-Based Online Information System

An information specialist Lucy (1991) defines computer based

management information system as the combination of human

and computer based resource that result in the collection,

9
storage, retrieval, communication and use of data for the purpose

of efficient management of operations and for business planning.

Computer based information system is a feature of all large

organization nowadays.

The literature identifies four kinds of computer based

information.

(a) TRANSACTION PROCESSING SYSTEM (TRS): These

system record day to day transactions such as customer

order, bills, inventory levels and production output.

(b) MANAGEMENT INFORMATION SYSTEM (MIS): MIS

summarize the detailed data of the transaction processing

system standard reports for middle level managers.

(c) DECISION SUPPORT SYSTEM (DSS): This system provides

a flexible tool for analyze. The DSS helps middle level

management and others in the organization to analyse a

wide range o problems such as effects of event and trends

outside the organization.

(d) EXECUTIVE SUPPORT SYSTEM (ESS): The ESS in easy to

use system that presents information in a very highly

summarized form. The ESS combines internal data from

TPS and MIS with external data.

10
2.4 Databases

In the early days of computerization, it was normal to maintain

specific files for individual application. Data where processed

centrally in batches and there was little or no online integration

of data. This approach is wholly inefficient for most of today’s

data processing systems. Supporting this, (Vossen, 1991)

enumerated the problems that result from organizing data using

the file system:

i. There exist a high redundancy between files which result

from the fact that the information is replicated in different

places, and that these replications are not controlled by a

central monitor.

ii. Inconsistence might result from the possibilities that a

program makes changes on the files it uses without these

changes being made (at same time) by all other programs

that uses the files.

iii. There exists inflexibility against changes in the application.

If new actions or event arise in the cause of time, these can

be realized at a substantial expense of time.

iv. The work of many programmers is characterized by low

productivity, since program maintenance is expensive.

11
v. Finally, there is a problem of adopting and maintaining

standard (with respect to coding, data formats etc.) which is

important for exchanging data or for migration to a new

operating system release or even to a new computer system.

To overcome these problems, databases were developed. It is now

common for large organize their operational data using the

database technology.

Clifton (1983) briefly defined database as a collection of data

supporting the operation of an organization. Quoting CIMA. Lucy

(1991) provides a more detailed definition. A Database is a file of

data structured is such a way that it may serve a number of

application without it structure being dictated by any one of

those applications, the concept being that programs are written

around the data rather than files being structure to meet the

need of a particular program.

Ressel, 1987 dealt extensively on the need for the use of

computer on such database system like computerized clearance

system. In the words of (Dimorji, 2003);

“At the center of any information system is database, which is

any collection of related information grouped together as a simple

12
item. The term can also apply to the ways in which information is

catalogued, analyzed, stored and used manually”

Russel, 2005 was also of the view that without computer,

effective handling of candidate’s record cannot be achieved

effectively in a database, all the data is defined together rather

than each file being defined separately. In fact, all the literature

consulted seem to support that fact that a database is s

collections of structured data with the structure of the data being

independent of any particular application specifying the need for

database,

a. Sharing: In an organization, information from one

department can be readily shared with others.

b. Security: Users are given passwords or access only to the

kind of information they need to know.

c. Fewer Files: with several departments having access to

one file, there are fewer files. Therefore, excess storage or

what is called “redundancy” is reduced.

d. Data Integrity: Other filing systems many times did not

have “integrity”. That is a change made in the file in one

department might not be made in the file in another

department. As one might expect, this can cause serious

13
 problems and conflicts when data is used for important

decision making affecting both departments.

To the advantages enumerated above, (Vassen, 1991) adds

a. Stand/Access Protocols can be enforced.

b. Currency of Data can be maintained.

c. Data/Program independence can be maintained.

d. Conflicting requirements can be balanced among users

In these days of integrated networks, the database appears as the

most logical method for organizing the operational data of large

organizations. One may as well say that these advantages give

the database the attractions over the traditional file processing

method.

2.5 Communication Technology used Online Clearance

System

Several communication tools are at the disposal of students and

staffs to support their activities during the clearance. The partner

schools offer town virtual communication tools with different

capabilities (Marratech and Central).

Marratech

Marratch is a virtual online tool that allows hiding and video

conferencing on the web, face to face, whenever you want to talk,

14
see each other and share applications an documents without

being in the same room, the same building or even the same

country. This platform is used in several systems like in the

energy online maser program for online lectures, project meeting

and project presentation.

Central

Central enable group to work faster and more effectively by

automating critical clearance system and training initiatives

online through virtual classroom, online meeting and web

conferencing. Central has a broad array of features that makes

lives group-oriented system effective of the web.

2.6 Review of Related Past Work

Every research work is designed t solve problems and always rely

on previous research work. Therefore, some research works

related to this research work were reviewed to provide a

springboard for the success of the research.

2.6.1 Design and Implementation of an Online Student

Clearance System by (Ebinum O. 2007).

(Ebinum O. 2007). The objective of this research is to provide a

reliable system and efficient that will manage the activities of

graduated student, to provide a platform where admin staff can

15
register and clear students. The scope and limitation of the

research is that, system will allow the administrative to automate

these activities such as view graduation list, register students,

view cleared students, print defaulter information. The limitation

of the research is that cannot run on intranet or internet.

Limitations of their research are as follows:

i. This proposed system could not take into consideration

audio collections.

ii. It was a stand-alone and not a web-based delivery system

with its own user file and login ID and password.

iii. Financial resources were a limitation they encountered in

the course of their research work.

2.6.2 Design and Implementation of a Web-Based Online

Clearance System (Ifidon and Okoli, 2010)

(Ifidon and Okoli, 2010). The objective of the research is to

provide a system that will reduce the amount of paper work, to

provide a system where student can upload their information, to

provide a system where administrative can create new user

account. The scope of the research is that, it involves the

Administrative Section and Student Section, the administrative

section uses the system to automate the activities such as upload

16
Graduated Students list, School Department, view student

information, generate scratch card, Borrower information,

returned information, students uses the system to automates the

activities such as registration, upload receipts. The system is

limited to the use of scratch card generate by the administrative

staff.

2.6.3 Design and Implementation of Web-Based Database-

Driven Students’ Clearance System by (Agbo-Ajala and

Makinde, 2015)

The system was developed using PHP and MySQL, and is aimed

at eliminating the delays associated with the manual process of

final clearance. In similar manner, Umezinwa, Uwakwe and

Abode (2015) developed online clearance system for final year

clearance of Imo State Polytechnic using PHP, JAVASCRIPT, CSS,

APACHE and MySQL for the database. The above system was

able to process data with great speed and also replaces the error-

prone manual clearance system.

(Amezhi, 2013) supervised a project on the development of online

clearance system using ASP.Net to create interfaces of the

system. The system which was implemented at Conversant

Polytechnic, contain database that can store all the required

17
information of students for clearance certificate via web pages.

Awuzie (2013) summarizes the advantages of online clearance

system to include the following:

i. It save a lot of time.

ii. It is very convenient to use anywhere at any time e.g., office,

bedroom or anywhere in the world.

iii.Information processing is very fast and delay can be

avoided.

iv. It also helps the school in reducing cost such as labour and

stationery

2.7 Brief Description of the Case Study

The Delta State Polytechnic Ozoro was established by law

enacted by Delta State Government on November 12, 2002.The

development of the project has been managed by the Delta State

Higher Education.

Delta State Polytechnics Ozoro forms part of a cohesive

Polytechnic Community within the growing agro-commercial town

of Ozoro. Located in the Isoko North Local Government Area of

Delta State, it is approximately 95 Kilometers to Warri in the

West, and about 115 Kilometres to Asaba the capital of Delta

State.

18
Delta State Polytechnic, Ozoro has several faculties recognized as

schools. These faculties include:

i. School of Agricultural Science

ii. School of Business Studies

iii. School of Science and technology

iv. School of Engineering

v. School of Environmental Science

There are Departments in these various schools mentioned

above.

For School of Agricultural Science there are:

i. Fisheries Technology Department

ii. Agricultural Technology Department

iii. Agricultural Extension and Management Department

For School of Business, there are:

i. Accountancy Department

ii. Business Administration Department

iii. Banking and Finance Department

iv. Office Technology and Management Department

v. Marketing Department

vi. Mass Communication Department

19
For school of Science and Technology, there are:

i. Computer Science Department

ii. Science Laboratory Technology Department

iii. Statistics Department

iv. Food Science and Technology Department

For School of Engineering, there are:

i. Agricultural and Bio Environmental Department

ii. Civil Engineering Department

iii. Computer Engineering Department

iv. Electrical Electronic Department

v. Mechanical Engineering Department

For School of Environmental Science, there are:

i. Quantity Survey Department

ii. Building Technology Department

2.8 Review/Analysis of the Current System

From the analysis gathered from Delta State Polytechnic, Delta

State Polytechnic uses a manual system for keeping track of

student information. During the course of analyzing the current

system, some of the problems were identified;

20
 i. Inability for the school to upload the information of

graduated student produced because there is no centralized

database system

ii. There is no centralized database system where student can

view information.

iii. The student also finds it difficult to track the graduation list

on a the Internet.

2.9 Problem with the Current System

Some of the problems associated with the current system are:

i. In the manual system, the clearance forms are documented

in a file cabinet. Each time the clearance form is needed, a

search operation is conducted on the file cabinets to locate a

particular student’s clearance form.

ii. The stress of travelling and queuing of students during

clearance, waiting to be certification by various departments

involved in manual method of clearance.

iii. The issue of delay in youth service as a result of inability to

complete the tedious manual processing of clearance will be

curtailed.

iv. The need for automated method of data keeping, for a

greater need for an automated online clearance system.

21
2.10 Proposed Solution

The proposed solution is a web-based clearance system with the

following features capable of addressing the problem in the

existing system.

i. To develop an online clearance system that will effectively

and efficiently process students’ final clearance.

ii. To alleviate the problems and stress encountered by

students during final clearance, most prominent one being

the queuing up of students at various clearance spot.

22
 CHAPTER THREE

SYSTEM DESIGN

3.1 Design Standards

In order to achieve effective online clearance system. Analysis

and Methodology (SSADM) were used. This is because; SSADM is

an internationally accepted software engineering model mainly

used in most result oriented analysis and design.

3.2 Output Specification and Design

The sequence of the report is one of the important features that

should be concluded. This is emphasized because it forms the

basis of the school management decision. It aims at providing

the management with adequate, effective, well documented up-to-

date and formatted output to help as a tool in planning and

decision making based on the student clearance form.

There are methods of generating reports in the new package.

Hardcopy – This is a process of printing from the printer to

paper, and

Softcopy – It is the process of displaying an output on the

computer screen.

The reports generated by the system include:

i. Student clearance status.

23
ii. Student clearance certificate.

3.3 Input Specification and Design

It is also necessary to donate that data inputted in the computer

for processing determines what the output will be screen design

are generally or basically made for data entry or capture. Since

data are captured from a hardcopy form, the sequence of data

capture should be identical to the hardcopy form made for data

collection.

The new system is composed mainly of two forms of input form,

they include:

a. Student Register

b. Clearance Form

Home Page: This is the first page of the application whenever

anyone logged into the system. It allows user to click on the

link for administrator Login, Staff Login and students

Registration.

24
 Fig.1: The Home Page.

User Registration Page: This is the page that allows admin to

register Users to the system.

Fig. 2: Users Registration Form

List of Student Page: This is the page that allow administrator to

upload and view the list of graduated students.

25
 Fig. 3: List of Students Page.

Administrator Login Page: This is the page that allow

administrator to login into the system in order to perform the

activities.

Fig. 4: Administrator Login Page

26
3.4 File Design

The file used in the design is stored in a database file. The

database is created using Microsoft Access Database. The

database structure is as follows;

Tab. 1: Student Clearance Database Structure

FIELD NAME DATA TYPE FIELD SIZE

Surname Text 20
First Name Text 20
Other Names Text 50
Mat No Text 30
State of Origin Text 20
Home Town Text 20
Marital Status Text10 15
Nationality Text 30
Gender Text 20
Session Text 8
Level Text 50
Birth Text 30
Department Text 50
Religion Text 30
Address Text 50
Entry Mode Text 20
Sponsor Text 50
Sponsor Address Text 50
Type Text 20
Qualification Text 50
Institution 50

27
 Subject Text 50
Award Text 50
School Text 50
Study Text 50
Year Text 30
Duration Integer 10
Activities Text 50

Tab. 2: Clearance Table Structure

FIELD NAME DATA TYPE FIEDLD SIZE

Surname Text 20
First Name Text 20
Other Name Text 50
Mat No Text 30
Bursary Single 4
Library Single 4
Student Affairs Single 4
Security Single 4
Department Single 4
Exams and Record Single 4
Clearance Single 4
Receipt Text 20
Date Date/Time 8
Remark Text 30

28
3.5 Procedure Chart

Main Menu

Clearance
File Report Exit
Officer

Debit/
Registration Credit Student
Clearance
Certificate

Clearance Student

Fig. 5: Procedure Chart

29
3.6 System Flowcharts

Input Data

Input from the

Keyboard Report

C.P.U

Output
Disk
Storage

Fig. 6: System flowchart

30
3.7 System Specification

The specification needed to implement this system is as follows:

3.7.1 Hardware Specification

The following hardware specifications are recommended:

i. IBM Computer System

ii. 50GB of Hard Disk Space

iii. 512mb of RAM

iv. 1.44mb of Diskette Drive (3.5inches)

v. UPS

vi. Internet ready

These listed configurations are the minimum requirements but if

the configurations are higher the reports derived will definitely be

better and the program will run much faster.

3.7.2 Software Specification

The software specifications required on the computer system are:

i. A window 7 or later version of faster processing

ii. HTML

iii. Text Editor

iv. Front Page

v. MYSQL

31
3.7.3 Personal Requirement

A total of two computer operators are needed to manage the

computer centre. They will oversee the entry of data into the

system.

32
3.8 Program Flowchart

Start K

Password Student affair

interface

Is Password No Does Data No

Correct Exist?

Yes Yes
Finance Officer’s Security
Interface

Does data No No
exist in Does Data
data here Exist?

Yes Yes
Liberian’s Departmental
Interface Interface

does data No Does Data No

exist Exist

Yes Yes
Admission
Officer’s Interface Faculty Interface

does data No
Does Data
exist? Exist

Yes
Alumni Interface

Stop

Fig. 7: Program flowchart

33
3.9 Choice of Programming Language

PhP (hypertext preprocessor) was chosen as the server side

scripting language because of its feasibility and case in creating

highly interactive and initiative website and web application.

JavaScript, CSS and Html also use for carrying out client side

manipulation. Mysql with xamp was used for designing the

database that served as the backend of the software for storing

information because of its high maintenance and security.

3.10 System Maintenance

System maintenance is the process of modifying software to

improve its performance. In other words maintenance involves

updating and upgrading the system to keep pace with new

product, service, customers, demand government regulation and

other imperative for system changes as they become necessary.

For any software to stand the test of time, regular maintenance

must be carried out on the software.

The maintenance could either be corrective maintenance,

adaptive, perfective or preventive maintenance. The maintenance

is usually based on feedback obtained from the user of the

system.

34
 CHAPTER FOUR

SYSTEM IMPLEMENTATION

4.1 Meaning of System Implementation

System implementation has to do with the co-ordination of the

system components in order to make it’s not just workable but

highly successful. (Ekanem, 2005). It consists of the following

task, system conversion, final document compilation and user

training.

4.2 Software Development Tools

The Software used for the development of an Online Clearance

System are stated as below

i. An Operating System (Window 7 Operating System)

ii. Any of the Web browser

4.3 Method of Data Collection

During the research work, data needed for the project was

gathered from various sources. In gathering and collecting

necessary data and information needed for system analysis, town

major fact-finding techniques were used in this work and they

are:

35
 a. PRIMARY SOURCE:

This refers to the source of collecting original data in which

the researcher made use of empirical such as personal

interview and questionnaire.

b. SECONDARY SOURCE:

The secondary data were obtained by the researcher from

magazines, journal, newspapers, library source and internet

downloads.

The data collected from this means have been covered in

literature review in the chapter two of this project.

4.3.1 Study of Manuals

Manuals and reports based on clearance were studied and a lot

of information concerning the system in question was obtained.

4.3.2 Evaluation of Form

Some forms that are necessary and available were used. These

include clearance form, free receipt etc. These forms help in the

design of the raw system.

4.3.3 Advantages of the Existing System

The objective of the existing system is to enable student pay all

their fees before leaving the school. Some levies are charge for

processing student’s files and others for departmental dues or

36
otherwise. The clearance system is designed to help all

graduating students pay all the dues and obtain a clearance

certificate.

4.3.4 Disadvantages of the Existing System

Due to the manual being used by the polytechnic, in keeping

information about students clearance, a lot of problems are

encountered, which includes

i. Delay in processing clearance form

ii. Unavailability of some key staff while processing clearance

form

iii. Loss of vital documents are the filling system in manual

iv. Damage of documents fir outbreak

v. Damage of documents due to fire outbreak

vi. Takes a lot of time to retrieve a particular clearance form.

37
4.4 Organizational Structure

Fig. 8: Organizational Structure of the Polytechnic

38
4.5 Data Flow Diagram

Finance Office

Library

Admission Office

Definition Student Affairs

Security

Department
Online
Clearance Faculty
System
Alumni

Register

Activities Exams & Records

Clearance

Fig. 9: Data Flow Diagram

4.6 User Training

The training of staff of Delta State Polytechnic is of great

necessity, Staff that are assigned to the system to monitor data

39
as Admin must be trained to make use of this system for any

administrative use. And they must be already to be computer

literate, able to operate computer connected to net with ease.

Afterwards, the staff may read through the documentation of the

design documentation to understand its workings and principles

before attempting to make use of it. In the absence of any

documentation, the staff shall be educated on the workings of the

design by anyone with knowledge of the operating procedures

mostly the developer. For the public on the other hand require

the computer literate knowledge and little experience of internet

exploring.

4.7 User Guide

The user’s guide is needed by the users to guide them on how to

use the system. Some sections of the user’s guide are explained

below:

4.7.1 Loading the Program

Steps for loading the program are given below:

i. Start up the computer system

ii. Click on File menu, Locate and click on Open Website

iii. On the open website dialog, locate online clearance system

folder, select the folder and then click on the open button.

40
 Fig. 10: Online Clearance system Home Page

4.7.2 Steps to using the system as Student

The steps for using the system as a student is as follow

i. Click login as user

ii. Enter username and roll number

Fig. 11: System User login Page (User guide)

41
4.7.3. Step to Using the System as an Administrator

The steps involved in using the system as an administrator are

given below.

i. Login as an administrator

Fig. 12: System admin login page (User guide)

4.8 System Maintenance

System maintenance is the process of modifying software to

improve its performance. In other words maintenance involves

updating and upgrading the system to keep pace with new

product, service, customers, demand government regulation and

other imperative for system changes as they become necessary.

For any software to stand the test of time, regular maintenance

must be carried out on the software.

42
The maintenance could either be corrective maintenance,

adaptive, perfective or preventive maintenance. The maintenance

is usually based on feedback obtained from the user of the

system.

4.9 Findings and Achievement

The new system is designed to solve problems affecting the

manual system in use. It is designed to be used online thereby

relieving both the students and staff from much stress as

experienced in the manual system.

This system will do the analyzing and storing of information

either automatically or interactively. It will make use of online

access to internet.

The proposed system will also have some other features like:

i. Accuracy in the handling of data.

ii. Fast rate of operation and excellent response time.

iii. Flexibility i.e. it can be accessed at any time.

iv. Easy way to backup or duplicating data in database in case

of data loss.

v. Better storage and faster retrieval system

vi. Accessibility from any part of the world.

43
 CHAPTER FIVE

SUMMARY, RECOMMENDATIONS AND CONCLUSION

5.1 Summary

The researchers have been able to achieve the following at the

completion of this work:

i. The researcher was able to replace the error prone manual

system with the new automated online clearance system.

ii. Data can now be processed with great speed and efficiency.

iii. The application has the ability to update the polytechnic

staff the stress of working from file to file.

iv. Security of data is ensured.

5.2 Recommendations

The research work carried out is limited to online clearance only.

It will be better if a full portal is developed for an effective and

wholesome implementation of information management

technology in our schools. When this is done the following

modules are recommended to be included in this portal.

i. Developing an online student admission system to enable

full tracking of student’s records.

ii. Automation of student’s academic record to enable the

management have access to student academic performance.

44
iii. Maintaining a central database for accessing all information

relating to students.

5.3 Conclusion

Researcher and development are continuous process; this is

same in computer and software development. However, the

effectiveness and efficiency of this new system provides room for

further improvements. As earlier mentioned, some of the

objectives were not actualized due to some limitations. So these

objectives could be improved upon. Nevertheless, the online

clearance system developed will offer greater opportunity in

school management. All transactions or payments with regards to

student clearance can be made online.

45
 REFERENCES

Adebayo F.A. (2008), Usage and Challenges of Information

Communication Technology in Teaching and Learning in

Nigerian Universities, Asian Journal of Information

Technology, 7(7): 290-295. ISSN: 1682-3915.

Agbo-Ajala and Makinde (2015), Design and Implementation of

Online Clearance System: European Journal of Applied

Science.

Agbo-Ajala, O. and Makinde, O.E. (2015), A Web-Based

Database-Driven Students’ Clearance System.

International Journal of Advance Research in Computer

Science and Software Engineering, 5(7): 65-69.

Anigbogu, G. (2000), Systematic Planning for Educational

Change. California: Mayfield Publishing Company, Pp.2.

Awuzie, S.C. (2013), Design and Implementation of Online

Student Clearance System: A Case Study of Caritas

Polytechnic Amorji-Nike, Enugu State, Nigeria. A project

submitted in partial fulfillment of the requirements for the

award of Bachelor of Science (B.Sc) in Computer Science.

46
Cox, R.D (2005). Online educational as institutional myth:

Rituals and realities at community colleges. Teachers

College Record.pp107 (8), 1754-1787.

Ebinum O. (2007). Online Clearance System. A student project

supervised by John O. and submitted to CSE Department,

QUEST, Nawabshah.

Environmental Education and Training Partnership, (2006).

Distance Education: A user- friendly learning option.

Stevens Point, WI: Author

Ifidon and Okoli (2010). Design and Implementation of a Web-

Based Online Clearance System. Published Proceeding of

the Association for Education Communications and

Technology Conference, Chicago, IL.

Pierier, W., and Feldman, P. (2004), Strategic Planning for

Information System, 3rd Edition. West Sussex, John Wiley

& Sons Ltd.

Umezinwa, C.B., Uwakwe, C.H., and Abode, I.I. (2015), Design

and Implementation of Online Clearance System: A Case

Study of Imo State Polytechnic. European Journal of

Applied Science, 7(1): 25-31, ISSN 2079-2077. DOI:

10.5829/idosi.ejas.2015.7.1.1128.

47
Yang, Y and Cornellius, L.F (2004). Students’ perceptions

towards the quality of online Education: A Qualitative

approach. Published Proceeding of the Association for

Education Communications and Technology Conference,

Chicago, IL.

Zuhaib, A.S. (2013), QUEST Online Clearance System. A student

project supervised by Zuhaib and submitted to CSE

Department, QUEST, Nawabshah.

48
 APPENDIX (PROGRAM SOURCE CODE)

<?php
include('connect.php')
?>
<!doctype html>
<html lang="en">
<head>
<meta charset="utf-8">
<meta name="viewport" content="width=device-width, initial-scale=1,
shrink-to-fit=no">
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awesome.min.css">
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<title>Delta State Polytechnic Ozoro</title>
<style>
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width: 70%;
margin: auto;
}

#nav{
height: 60px;
width: 400px;
}
nav{
height: 90px;
}
nav ul{
padding-top: 28px;
}
nav ul li {
display: inline;
list-style: none;
height: 60px;
padding: 6px 30px 6px 35px;
}
49
 nav ul li a{
color: white;
}
nav ul li a:hover{
text-decoration: none;
}
</style>
</head>
<body>

<nav class="navbar navbar-default">

<div class="container-fluid">
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display -->
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target="#modal-dept" style="margin-top: 2px;">Log in </button></li>
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 </div><!-- /.navbar-collapse -->
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<div class="container">
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ride="carousel" style="padding:20px 20px 20px 20px;">
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<li data-target="#myCarousel" data-slide-
to="0" class="active"></li>
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to="1"></li>
</ol>

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href="#myCarousel" role="button" data-slide="next">
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 </div>
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src="data:image/gif;base64,R0lGODlhAQABAIAAAHd3dwAAACH5BAAAAAA
ALAAAAAABAAEAAAICRAEAOw==" alt="Generic placeholder image"
width="40" height="40">
<h2>Our Mission</h2>
<p>Education is a global business and it is at the top of everyone’s
agenda. To maximally benefit from education vis-avis globalization and
liberalization, our mission from the outset boasts of offering pertinent and
diverse educational and technological programmes that enliven the mind,
snugly packaged for persons with various interests and abilities, and to
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width="40" height="40">
<h2>Our Vision</h2>
<p>Our vision for this great institution is to become a world class
institution that offers 21st century academic and technological education
programmes, a centre of excellence. Our main focus is teaching and
research to meet new challenges for economic development of our
increasingly complex country, Nigeria, with strong emphasis on
technological skills acquisition.</p>
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ALAAAAAABAAEAAAICRAEAOw==" alt="Generic placeholder image"
width="40" height="40">
<h2>Our Goals</h2>
52
 <p>Among other things, the goals deliver of this unique Polytechnic
is carefully woven for the realization and the optimization of the good life.
Therefore, we resolute: to engage in research, to educate and to maintain
high academic standard, and quality programmes.</p>
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<h3 class="featurette-heading"><b><i>FRESH
GRADUATE</i></b></h3>
<p class="lead">FROM THE RECTOR'S DEST<br/> Remember you
are trained in this polytechnic to be of integrity and selflessness. Let this be
your motion in the strange land you are going...</p>
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<li><a data-
toggle="pill" href="#menu2">Students</a></li>
<li><a data-
toggle="pill" href="#menu1">Admin</a></li>

</ul>
<div class="tab-content">
<!-- Department -->
54
 <div id="home"
class="tab-pane fade in active">

<h3>Officials</h3>
<form
method="post" action="login.php">
<div
class="form-group">

<input type="text" class="form-control" name="o_name"

placeholder="Official Name">
</div>
<div
class="form-group">

<input type="password" class="form-control" name="o_pass"

placeholder="Password">
</div>
<div
class="form-group">

<button name="o_btn" class="btn btn-block btn-primary signin-

button-department">Log in</button>

<button class="btn btn-block btn-danger signin-

button">Cancel</button>
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</form>
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class="tab-pane fade">

<h3>Admin</h3>
<form
method="post" action="login.php">
<div
class="form-group">

<input type="text" class="form-control" name="admin_name"

placeholder="Username">
</div>

55
 <div
class="form-group">

<input type="password" class="form-control" name="admin_pass"

placeholder="Password">
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class="form-group">

<button name="a_btn" class="btn btn-block btn-primary signin-

button-admin">Log in</button>

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button">Cancel</button>
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<input type="text" class="form-control" name="mat_no"

placeholder="Mat Number">
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placeholder="Password">
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placeholder="Password">
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 <div
class="form-group">

<input type="password" class="form-control" name="new_cpassword"

placeholder="Password">
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<button name="std_btn" class="btn btn-block btn-primary
signin-button-faculty">Log in</button>

<button class="btn btn-block btn-danger signin-

button">Cancel</button>
</div>
</form>
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